DEFENSE LOGISTICS AGENCY HEADQUARTERS

 8725 JOHN J. KINGMAN ROAD

 FORT BELVOIR, VIRGINIA 22060-6221

September 07, 2017

MEMORANDUM FOR SUPPLY PROCESS REVIEW COMMITTEE (PRC) MEMBERS

SUBJECT: Approved Defense Logistics Management Standards (DLMS) Change (ADC) 1256, 

Automatic Return of Unserviceable Reparable Parts Replaced During Maintenance 

and Associated Credit Processing (MILSTRIP/Supply/Finance)

We are forwarding the attached approved change to DLM 4000.25, Defense Logistics 

Management Standards, for implementation.

Addressees may direct questions to Ms. Ellen Hilert, DOD MILSTRIP Administrator, or 

Mr. Eric Flanagan, MILSTRIP Alternate, email: DLMS_MILSTRIP@dla.mil. Others must 

contact their designated Supply PRC representative available at 

http://www.dla.mil/HQ/InformationOperations/DLMS/DLMSPrograms/supply/.

HEIDI M. DAVEREDE

Program Manager

Enterprise Business Standards Office

Attachment

As stated 

cc: 

ODASD (SCI)

Finance PRC Primary and Alternate
Attachment, ADC 1256

Page 1

ADC 1256

Automatic Return of Unserviceable Reparable Parts Replaced During 

Maintenance and Associated Credit Processing

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION:

a. Technical POC: Mr. Ralph Kindler, AFMC/AFSC/LGMM; (937) 656-0918; DSN: 986-

0918; or email: ralph.kindler.1.ctr@us.af.mil

b. Functional POC: Ms. Sandi Collier, AFMC/AFSC/LGMM; 240-612-4220; DSN: 612-

4220; or email: sandra.collier@us.af.mil

c. Functional POC: Ms. Ellen Hilert, DOD MILSTRIP Administrator, DLMS Program 

Office, email: DLMS_MILSTRIP@dla.mil

2. FUNCTIONAL AREA:

a. Primary/Secondary Functional Area: Supply/MILSTRIP

b. Primary/Secondary Functional Process: Materiel Returns

3. REFERENCES:

a. DLM 4000.25, Defense Logistics Management Standards (DLMS), Volume 2, Supply 

Standards and Procedures, June 13, 2012

b. DLM 4000.25-1, Military Standard Requisitioning and Issue Procedures (MILSTRIP), 

June 13, 2012

c. Approved DLMS Change (ADC) 103, Revised DAAS Processing Rules for Project Code 

3AD, July 23, 2003

d. ADC 1176, Revised Procedures for Requisitioning under Inter-Service Maintenance 

Agreement (Project Codes 3AB, 3AD, 3BB) and Revised DLMS 832N Catalog Data Support for 

Defense Logistics Agency (DLA) Support of Navy Fleet Readiness Centers (FRCs), March 29, 2017

e. DOD 4140.68-M, Integrated Materiel Management of Nonconsumable Items. September 

2, 2014 incorporating Change 2, Effective September 28, 2016.

f. DODM 4140.01, Volume 6, DOD Supply Chain Materiel Management Procedures: 

Materiel Returns, Retention, and Disposition, February 10, 2014

g. DODM 4140.01, Volume 11, DOD Supply Chain Materiel Management Procedures: 

Inventory Accountability and Special Management and Handling, March 8, 2017

h. DODM 4140.01, Volume 9, DOD Supply Chain Materiel Management Procedures: 

Materiel Programs, October 17, 2016
Attachment, ADC 1256

Page 2

4. APPROVED CHANGE(S): Green highlights identify changes subsequent to staffing.

a. Brief Overview of Change: This change requires all Service maintenance 

activities/repair agents under an inter-Service agreement, including Depot Maintenance Inter-Service 

Support Agreement (DMISA), to use MILSTRIP (Reference 3.b.) Materiel Returns Program 

automatic return notification procedures when returning a reparable item carcass in Supply 

Condition Code (SCC) F (Unserviceable (Reparable)) to the owner/principal. The owner/principal 

and maintenance activity/repair agent must be able to use this process even when that Service does 

not have a Nonconsumable Item Material Support Code (NIMSC) 5 Secondary Inventory Control 

Activity (SICA) relationship with the owner/principal. Project Code 3HX (rather than existing 

Project Code 3AD) will apply when the owner/principal must provide credit to the returning 

maintenance activity for the automatic return of reparable component carcasses removed and 

replaced during maintenance.

b. Background:

(1) Under current procedures, a maintenance activity/repair agent (hereafter referred 

to as repair agent) operating under an inter-Service agreement, including DMISA, is required to 

requisition nonconsumable repair parts from the owner of the asset undergoing maintenance 

(referred to as the principal under DMISA procedures). These requisitions must cite Project Code 

3AD (References 3.c. and 3.d.). The use of this project code causes Defense Automatic Addressing 

System (DAAS) to pass the requisition directly to the designated addressee without applying 

standard routing rules and causes the owner/principal’s supply system to skip the registered user edit 

for the requisitioned stock number. The repair agent records the receipt of these requisitioned repair 

parts using Project Code 3AD.

(2) This ADC expands existing inter-Service use of the MILSTRIP Materiel Returns 

Program Automatic Returns Notification transaction (DLMS 180M/legacy Document Identifier 

Code (DIC) FTA) beyond required reporting of NIMSC 5 items to the Primary Inventory Control 

Point (PICA)/Secondary Inventory Control Point (SICA). 

(a) Per DoDM 4140.68 (Reference 3.e.), “NIMSC 5 identifies SICA managed 

depot level reparable components assigned to another DoD Component that is responsible for the 

logistics functions of single submitter cataloger, acquisition and disposal authority, depot 

maintenance, and performs the wholesale stock, store, and issue functions and establishes, budgets, 

and funds the wholesale stock level requirements. Supply support requirements will be submitted to 

the PICA on requisitions that are funded by a designated point within the SICA.”

(b) Based upon notification of the return, the PICA or SICA, as applicable, 

generates a Prepositioned Materiel Receipt (PMR) transaction (DLMS 527D/DIC DWR) to the 

planned DLA Distribution Center storage activity.

(c) Under MILSTRIP procedures, Automatic Returns Notification 

transactions for NIMSC 5 assets cite Project Code 3AL when the turn-in activity will requisition a 

replacement asset. 
Attachment, ADC 1256

Page 3

(3) The following paragraphs describe current procedures from an Air Force 

perspective using the Air Force owner/principal’s supply system D035A for illustration. These 

procedures may or may not be fully consistent with other Component processing. 

(a) When Air Force D035A fills a requisition containing Project Code 3AD, 

the Air Force bills the repair agent at standard price. When the repair agent turns in the carcass asset 

in SCC F to the local DLA Distribution Center, the Air Force owes the repair agent carcass credit. 

(b) The Air Force added logic to D035A more than 10 years ago to recognize 

turn-in receipts for credit by either Project Code 3AD or 3AL (for automatic return of NIMSC 5 

assets). These project codes act as the trigger to grant carcass credit to the Service maintenance

activity. This use of the Project Code 3AD and 3AL is not currently part of the DLMS standard. 

(c) The above process does not always work smoothly, since the repair agent 

is not first sending a transaction to give D035A prior notice of the turn-in. As a result, D035A 

cannot send the required PMR transaction to the local distribution center. When the distribution 

center processes the turn-in, there is potential for the distribution center to record the receipt 

incorrectly. The distribution center may post the receipt to another Component owner’s account; the 

receipt may be posted to the Air Force, but not include Project Code 3AD (as requested by the Air 

Force); or the distribution center may record the receipt in SCC K (Suspended (Returns)) rather than 

SCC F, and generate a Supply Discrepancy Report (SDR) to the owner. When this scenario occurs, 

the repair agent does not get its carcass credit, and eventually, the Air Force receives an email 

requesting assistance. 

c. Approved Change in Detail:

(1) Establish new MILSTRIP Project Code 3HX and revise existing Project Codes 

3AD and 3AL definitions as shown in the table below (Section 4.d.).

(2) Establish the following new procedures for return of unserviceable reparable 

parts replaced during maintenance under an inter-Service agreement/DMISA, and the use of new 

Project Code 3HX where credit for the replacement part is required.

(a) The inter-Service agreement/DMISA repair agent will use the DLMS 

180M Automatic Returns (legacy MILSTRIP DIC FTA) transaction to provide notice to the 

principal of a planned turn-in to DLA Distribution storage of a reparable carcass asset in SCC F. 

The Automatic Returns Notification transaction will cite Project Code 3HX when requisitioning a 

replacement asset using Project Code 3AD. Requisitions for replacement assets using Project Code 

3AD will use the same document number contained on the Automatic Returns Notification citing 

Project Code 3AD. When the owner/principal receives the FTA transaction, the owner/principal will 

send a PMR to the applicable distribution center to facilitate receipt processing. The presence of the 

PMR will help receiving personnel record the receipt to the correct owner and in the correct 

condition.

(b) The repair agent must wait a minimum of one day after sending the 

Automatic Return Notification transaction before physically turning in the asset to DLA storage so 

there is sufficient time for the owner/principal to establish a due-in and generate the PMR

transaction, and for it to process successfully at the receiving location. This delay is necessary 
Attachment, ADC 1256

Page 4

because the repair agent and the storage activity are normally located in close proximity and the 

materiel might otherwise arrive prior to processing of the PMR.

(c) Upon shipment, the repair agent will send a Materiel Returns Shipment 

Status (DLMS 856R/legacy MILSTRIP DIC FTM) transaction. Regardless of the DLMS shipment 

status format, it must include item unique identification (IUID) information for national stock 

numbers (NSNs) cataloged with an IUID Indicator Y under DOD IUID Supply Policy (Reference 

3.g. and 3.h.).

(d) The receiving storage activity will report receipt of the returned asset to 

the owner/principal. The storage activity will perpetuate Project Code 3HX to the receipt when 

applicable. If the receipt contains Project Code 3HX, the owner/principal will send a Materiel 

Returns Supply Status (DLMS 870M/legacy MILSTRIP DIC FTZ) transaction to the repair agent 

citing Status Code TN (Materiel received. Credit authorized for quantity identified.). Additionally, 

when the receipt cites Project Code 3HX, the owner/principal will generate a Logistics Bill (DLMS 

810L/MILSBILLS DIC FD2) transaction to provide the carcass credit to the repair agent. 

(e) The owner/principal will use MILSTRIP Materiel Returns Program 

follow-up procedures should there be no corresponding receipt subsequent to the automatic return 

notification.

d. Revisions to DLM 4000.25 Manuals:

(1) Update MILSTRIP guidance (legacy and DLMS) as shown in the Enclosure.

(2) Revise MILSTRIP, Appendix 2.1, Document Identifier Codes, as follows:

CODE DOCUMENT TITLE EXPLANATION

FTA Automatic Return 

Notification 

Customer or maintenance activity notification to a source of 

supply of an automatic return. 

(3) Revise MILSTRIP, Appendix 2.13, Project Codes, Category C and D Table, as 

follows:

CODE USE/REFERENCE

3AD

Service Codes: 

All except B, D, K, P, and T

Used for requisition of nonconsumable repair parts needed for 

performance of depot repair (overhaul and maintenance) under 

existing agreements including Depot Maintenance Inter-Service 

Support Agreement (DMISA) items. DAAS will use the RIC-To to 

pass the requisitions to the activity indicated. (This code will also 

assist in billing and credit processes.)

3AL

Service Codes: 

All except B, D, K, P, and T

Identifies automatic return of unserviceable to (SCC E or F)

NIMSC 5 item for which a replacement will be requisitioned.

Must appear on Applicable to Automatic Return Notification

(Materiel Returns Program) documentation transaction (DLMS 

180M/DIC FTA), resulting requisitions, and shipping documentation 

(DD Form 1348-1A).
Attachment, ADC 1256

Page 5

CODE USE/REFERENCE

3HX

Service Codes: 

All except B, D, K, P, and T

Used for return of a reparable asset in Supply Condition Code F. 

Applicable to Automatic Return Notification (Materiel Returns 

Program) (DLMS 180M/DIC FTA) submitted to the 

owner/principal and shipping documentation (DD Form 1348-1A). 

This code designates a return for credit in conjunction with 

requisitioning comparable repair parts using Project Code 3AD in 

accordance with existing agreements including Depot Maintenance 

Inter-Service Support Agreement (DMISA). (See Project Code 3AL 

for NIMSC 5 items.) 

e. Transaction Flow: The DLMS transactions shown in the figure below are applicable to 

automatic return of unserviceable reparable parts replaced during maintenance where credit for the 

replacement part is required.
Attachment, ADC 1256

Page 6

f. Alternatives: An alternative to the use of new Project Code 3HX is to retain use of 

existing Project Code 3AD for automatic return and credit processing. The DLMS Program Office 

did not recommend this because assignment of a separate and distinct project code gives better 

visibility of intent. It will avoid creating receipt transactions containing the same project code under 

very different scenarios (one by the repair agent for the requisitioned replacement parts and another 

by the distribution center for the unserviceable returns). 

5. REASON FOR CHANGE: To support the PMR and credit returns processes, reduce discrepant 

receipts and associated manual rework, and provide greater visibility across logistics and financial 

domains.

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: Enables Services to send PMRs as required for inter-Service 

agreement/DMISA carcass returns to storage activities. This, in turn, will help ensure the receiving 

activity receipts returns under correct ownership. This additionally enables a more accurate/timely

credit processing process. Inclusion of IUID data applicable to return of the reparable carcass will 

facilitate receipt processing and asset tracking, if applicable.

b. Disadvantages: None

7. ASSUMPTIONS USED OR WILL BE USED IN THE CHANGE OR NEW 

DEVELOPMENT: Maintenance activities will provide transactions associated with logistics 

events and will implement DLMS requirements. 

8. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: Staggered implementation is 

authorized. Implementation by December 2019 is required for DLMS compliance. 

9. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: Not available at this time. Cost savings are 

associated predominantly with manual intervention needed to work SDRs or erroneously recorded 

receipts due to lack of a PMR. 

10. IMPACT:

a. New DLMS Data Elements: None identified.

b. Changes to DLMS Data Elements: This change updates and assigns project code 

definitions. 

c. Automated Information Systems (AIS):

(1) Changes described are applicable to all Components, including Service 

maintenance activities. Components should generate PMR programmatically based upon the 

Automatic Return Notification.

(2) MILSTRIP Administrators must update the Project Code Management System 

(PCMS) to reflect project code revisions under this ADC.
Attachment, ADC 1256

Page 7

d. DAAS: None identified.

e. Non-DLM 4000.25 Series Publications: Components may need to update internal 

guidance and operating procedures.

11. PROPOSED DLMS CHANGE (PDC) 1256 STAFFING RESPONSE/COMMENT 

RESOLUTION:

Originator Response/Comment Disposition

1. Army Concur Noted.

2. Navy Navy concurs with PDC 1256, with the following 

comments:

1. This PDC will require design changes to Navy ERP as 

follows:

- Scenario is when Navy owned assets are repaired by Air 

Force or Army on a DMISA agreement where the Air 

force or Army will be submitting Project Code 3AD 

requisitions for SRAs needed to do the DMISA repair.

- When the Air Force or Army submits a 3AD requisition 

to Navy ERP, they will also be sending an FTA with 

Project Code 3HX for the "F" condition turn-in. The PDC 

requires that when an FTA with Project Code 3HX is sent 

to Navy ERP, a ZMTS (MTIS) Sales Order be created and 

that a DWK be sent to the intended receiver when it is

created. In Navy ERP, SIT ZSTO Purchase Orders create 

DW_ due-ins, but ZMTS Sales Orders do not. Triggering 

of the due-in will require a change in ZMTS logic.

- The PDC requires that when a receipt processes against 

the ZMTS order with 3HX Project Code, an FTZ response 

with TN status (credit authorized) be sent to the other 

service's ICP, along with a FD2 financial credit. Sending 

an FTZ with TN status and processing an automatic FD2 

credit will require a Navy ERP design change.

- In addition, sites such as the FRCs or Crane repairing 

assets owned by other services on a DMISA will have to 

submit requisitions with Project Code 3AD accompanied 

by an FTA with Project Code 3HX for the Navy to receive 

credit on the "F" condition turn in. This scenario could 

require further Navy ERP design changes. 

2. This PDC will possibly require minor design changes to 

Electronic Retrograde Management System (ERMS).

3. This PDC will require design changes to Naval Depot 

Maintenance System (NDMS) as follows:

- Changes to accommodate the following transactions that 

NDMS does not currently use: DLMS 180M Automatic 

Noted.

Comment 3. Procedures 

updated to recommend the twoday delay processing time: 

“Maintenance activities will 

submit the Automatic Return 

Notification two days prior to 

physical return whenever 

feasible; a minimum of twentyfour hours is required.” 

Also included AIS impact that 

Components should generate 

PMR programmatically based 

upon the Automatic Return 

Notification.

Comment 4: Procedures 

updated to include: 

“Requisitions for replacement 

assets using Project Code 3AD 

will use the same document 

number contained on the 

Automatic Returns Notification 

citing Project Code 3AD.” 
Attachment, ADC 1256

Page 8

Originator Response/Comment Disposition

Return Notification; DLMS 856R Shipment Status 

Material Returns; DLMS 810L Logistics Bill.

- Changes to require usage of NIMSC codes that NDMS 

does not currently store.

In addition, Navy recommends a delay at the local DLR 

Centers of the DD1348 delivery by 48 rather than 24 

hours to support the PMR and credit returns process (this 

would be handled via functional process, not through 

software).

4. For requisitions with Project Code 3AD, corresponding 

turn-ins of "F" condition carcasses for credit should be 

processed using the original requisition document number 

for the "A" condition asset and indicate Project Code 

3HX.

3. Air Force Concurrence with comment:

Recommend DOD IUID policies are referenced in 

paragraph C: to read as: “ ... IUID Supply Policy (MIL 

STD-130, Identification Marking of U.S. Military 

Property, and DoDI 8320.04). 

Noted. 

In this context, the reference to 

IUID Supply Policy does not

refer to MIL STD-130. DoDI 

8320.04 does mention DLMS 

but doesn’t provide any detail on 

use of DLMS or the IUID 

Indicator in FLIS. References 

updated to include DODM 

4140.01 V 9 and 11. V9 

includes the FLIS requirement.

4. Marine Corps Concur. Noted.

5. USTRANSCOM Abstain, no impact on USTRANSCOM systems. Noted.
Enclosure, ADC 1256

Page 1

Enclosure, MILSTRIP/DLMS Manual Revisions

Revise DLM 4000.25-1, MILSTRIP, Chapter 9, Materiel Returns Program and Lateral 

Redistribution of Retail Assets, as indicated in red bold, italics and strike-thru text.

Make equivalent changes to DLM 4000.25, DLMS, Volume 2, Supply, Chapter 11 (See Section 

B), Materiel Returns, Redistribution of Assets, Directed Discrepant/Deficient Materiel Returns, 

and Retrograde Returns.

A. DLM 4000.25-1

“C9.10. AUTOMATIC RETURNS (DIC FTA)

C9.10.1. DIC FTA is used for items designed by a supply source for automatic return. 

Supply sources will notify reporting activities of the location to which items so designated are to 

be shipped. DIC FTA format is contained in Appendix AP3.40.

C9.10.2. All NIMSC 5 unserviceable (Supply Condition Code (SCC) E or F) items are 

designated for automatic return on an inter-Service basis. PICAs will notify SICAs of the NSN 

and the storage activity to which such items are to be shipped. PICAs will also notify the 

receiving storage activity of such items that are to be returned. The SICAs will perpetuate this 

information to the SICA activities using intra-Service procedures. If there is no S/A SICA for 

the items identified for automatic return by a PICA (for example, the Coast Guard), the PICA 

will provide the information to the appropriate S/A designated activity.

C9.10.3. Use Project Code 3AL in the DIC FTA and in subsequent documentation when 

an unserviceable NIMSC 5 item is automatically returned or when requisitioning a replacement 

item. If a replacement for the unserviceable NIMSC 5 automatic return item will not be 

requisitioned (for example, the returned item exceeds the returning activity’s authorization or 

requirement), the DIC FTA and related documentation will not contain Project Code 3AL. Use 

the data elements specified under paragraph C9.6.5. in the DIC FTA. This does not include the 

M&S that may be assigned using S/A instructions. Enter the SICA RIC in rp 67-69 if M&S 9 is 

assigned. Subsequent to the generation of DIC FTA, processing will occur as though there has 

been a DIC FTE report and a DIC FTR reply, along with other provisions of this chapter, except 

for DICs FTF and FTD.

C9.10.4. All unserviceable (SCC F) items requiring removal and return to the owner

during maintenance performed under an inter-Service agreement, including DMISA, are 

designated for automatic return on an inter-Service basis. The maintenance activity/repair 

agent will notify the owner/principal of the return using the Automatic Returns Notification 

(DIC FTA). Include Project Code 3HX in the return notification when requisitioning a 

replacement part and expecting credit for return of the unserviceable asset. Use the data 

elements specified under paragraph C9.6.5. in the DIC FTA. Requisitions for replacement 

assets using Project Code 3AD will use the same document number contained on the 

Automatic Returns Notification citing Project Code 3AD. The maintenance activity must 

provide the Automatic Return Notification prior to the physical return of the unserviceable 

materiel. Maintenance activities will submit the Automatic Return Notification two days prior 
Enclosure, ADC 1256

Page 2

to physical return whenever feasible; a minimum of twenty-four hours is required. This delay 

is necessary because the maintenance and storage activities are normally located in close 

proximity and it is vital that the owner/principal have sufficient time to furnish a 

Prepositioned Materiel Receipt (PMR) transaction to the storage activity before the materiel 

arrives. Subsequent to generation of the Automatic Returns Notification, processing will occur 

as described for Project Code 3AL.1

C9.10.5. No other inter-S/A use of DIC FTA is currently authorized.

C9.10.6. S/As may use DIC FTA internally for intra-S/A programs that do not conflict 

with other provisions of this manual.

C9.10.7. Conformance with standard line of accounting (SLOA)/accounting classification 

requires any initiation of a financial business event to include SLOA mandated standard financial 

information system (SFIS) elements.2 The DLMS shipment status for ICP/IMM-directed lateral 

redistribution supports inclusion of SLOA required elements. Pending full implementation of 

SLOA, Transaction Services Defense Automatic Addressing System (DAAS) will facilitate 

interoperability by updating selected SLOA data fields based upon the returning activity’s 

Service/Agency and Fund Code. If invalid/missing fund code for Signal Code A, B, C, J, K, or 

L, reject with the DIC FTQ Materiel Returns Supply Status citing Status Code CF.3

C9.11. SECONDARY INVENTORY CONTROL ACTIVITY PROCESSING OF 

AUTOMATIC RETURN NOTIFICATION (DIC FTA). Upon receipt of the DIC FTA 

transaction, the SICA will establish a due-in and generate a PMR transaction to the receiving 

activity for the quantity in the FTA transaction. The SICA will prepare the due-in and PMR 

transaction will be created under MILSTRAP. NOTE: For unserviceable NIMSC 5 items, the 

SICA will forward the DIC FTA transaction, with data elements specified in Paragraph C9.10.3. 

of this chapter, to the PICA. The PICA will establish the due-in and furnish the PMR transaction 

to the receiving depot.

C.9.12. OWNER/PRINCIPAL PROCESSING OF AUTOMATIC RETURN NOTIFICATION 

(DIC FTA). Immediately upon receipt of an Automatic Return Notification transaction from 

a maintenance activity/repair agent under an inter-Service agreement including DMISA, the 

owner/principal will establish a due-in and generate a PMR transaction to the receiving 

activity for the quantity and SCC in the Automatic Return Notification transaction. The 

owner/principal will prepare the due-in and PMR transaction under MILSTRAP. Upon 

receipt of unserviceable returns for credit (Project Code 3HX), the owner/principal will 

provide credit under MILSBILLS procedures.”

 1 Refer to ADC 1256. Staggered implementation authorized by December 2019. 2 Refer to ADC 1043.

3 Refer to ADC 1043E.
Enclosure, ADC 1256

Page 3

B. DLM 4000.25

“C11.9. AUTOMATIC RETURNS

C11.9.1. Items Designated by a Supply Source for Automatic Return. Reporting activities 

use DLMS 180M Automatic Return Notification (Action Code RF) is used for items designated

by a source of supply for automatic return. Supply sources will notify reporting activities of the 

location to which items so designated are to be shipped. The returning activity will prepare and 

submit the DLMS 856R (MILSTRIP Legacy DIC FTM) with UII(s) and/or corresponding serial 

numbers for NSNs containing an IUID Indicator Y, indicating that DoD IUID Supply Policy 

compliance is required. Conformance with standard line of accounting (SLOA)/accounting 

classification requires any initiation of a financial business event to include SLOA mandated 

standard financial information system (SFIS) elements.4 The DLMS Automatic Return 

Notification supports inclusion of SLOA required elements. Pending full implementation of 

SLOA, Transaction Services Defense Automatic Addressing System (DAAS) will facilitate 

interoperability by updating selected SLOA data fields based upon the returning activity’s 

Service/Agency and Fund Code. If discrete values for the SLOA data elements in the transaction 

do not match data elements from the SFIS Fund Code to Fund Account Conversion Table for the 

Fund Code in the transaction, reject with the DLMS 870M Materiel Returns Supply Status citing 

Status Code CF. If invalid/missing fund code for Signal Code A, B, C, J, K, or L, reject with the 

DLMS 870M/DIC FTQ Materiel Returns Supply Status citing Status Code CF.5

C11.9.2. Nonconsumable Item Materiel Support Code (Items Designated for Automatic 

Return). 

C11.9.2.1. All NIMSC 5 unserviceable (SCC E or F) items are designated for 

automatic return on an inter-DoD Component basis. 

C11.9.2.2. PICAs will notify SICAs of the NSN and the storage organization to 

which such items are to be shipped. PICAs will also notify the receiving storage activity of the 

NSN of such items to be returned. The SICAs will perpetuate this information and the PICA 

RIC to the materiel holder/SICA activities using intra-DoD Component procedures. The 

materiel holder will prepare and submit the DLMS 856R with UII(s) and/or corresponding serial 

numbers for NSNs containing an IUID Indicator Y, indicating that DoD IUID Supply Policy 

compliance is required. The materiel holder will send the DLMS 856R to the SICA and the 

designated return-to activity, with a copy to the PICA when directed by the SICA. The PICA 

will be identified as the Party to Receive Status in the DLMS 856R. The PICA and SICA are not 

required to store the UIIs and/or serial numbers.

C11.9.2.3. If there is no DoD Component SICA for the items identified for automatic 

return by a PICA (e.g., Coast Guard), the PICA will provide the information to the appropriate 

DoD Component designated activity. The materiel holder will prepare and submit the DLMS 

856R with UII(s) and/or corresponding serial numbers for NSNs containing an IUID Indicator Y, 

 4 Refer to ADC 1043/ ADC 1043A.

5 Refer to ADC 1043E.
Enclosure, ADC 1256

Page 4

indicating that DoD IUID Supply Policy compliance is required. The materiel holder will send 

the DLMS 856R to the PICA and the designated return-to activity.

C11.9.2.4. For SICA-approved returns, the SICA will provide disposition 

instructions to the materiel holder under normal intra-Service implementing instructions. The 

materiel holder will prepare and submit the DLMS 856R with UII(s) and/or corresponding serial 

numbers for NSNs containing an IUID Indicator Y, indicating that DoD IUID Supply Policy 

compliance is required. The materiel holder will send the DLMS 856R to the SICA and the 

designated return-to activity. The SICA is not required to store the UIIs and/or serial numbers.6

C11.9.3. Automatic Return of Unserviceable Items. When an unserviceable NIMSC 5 

item is automatically returned or a replacement item will be requisitioned, DLMS 180M and 

later documentation will include Project Code 3AL. If a replacement for the unserviceable 

NIMSC 5 automatic return item will not be requisitioned (e.g., the returned item exceeds the 

returning activity’s authorization or requirement), the DLMS 180M Automatic Return 

Notification and related documentation will not contain Project Code 3AL. The DLMS 180M to 

the PICA will contain the data elements specified for the DLMS 180M Automatic Returns 

Notification Implementation Convention (Report of Available Assets to ICP/IMM). After 

generation of the DLMS 180M Automatic Return Notification, processing will occur as though 

there has been a DLMS 180M (Report of Available Assets to ICP/IMM) report and a DLMS 

870M (From ICP/IMM), reply, along with other provisions of this chapter, excluding DLMS 

180M (For Reply to Asset Report) and DLMS 870M (ICP/IMM Status to Customer).

C11.9.4. Automatic Return of Unserviceable Items under Inter-Service Maintenance 

Agreement. All unserviceable (SCC F) items requiring removal and return to the owner

during maintenance performed under an inter-Service agreement, including DMISA, are 

designated for automatic return on an inter-Service basis. The owner/principal will designate 

the applicable storage activity for the return shipment. The maintenance activity/repair agent 

will notify the owner/principal of the return using the DLMS 180M Automatic Returns 

Notification (Action Code RF). Include Project Code 3HX in the return notification when 

requisitioning a replacement part and expecting credit for return of the unserviceable asset. 

The maintenance activity must provide the Automatic Return Notification prior to the physical 

return of the unserviceable materiel. Maintenance activities will submit the Automatic Return 

Notification two days prior to physical return whenever feasible; a minimum of twenty-four 

hours is required. This delay is necessary because the maintenance and storage activities are 

normally located in close proximity and it is vital that the owner/principal have sufficient time 

to furnish a Prepositioned Materiel Receipt (PMR) to the storage activity before the materiel 

arrives. Subsequent to generation of the Automatic Returns Notification, processing will occur 

as described for Project Code 3AL.7

C11.9.5. Restrictions. No other inter-DoD Component use of DLMS 180M Automatic 

Return Notification is currently authorized.

 6 ADC 1071, Implementation of DoD Item Unique Identification (IUID) Supply Policy in Version 4030 DLMS 

856R Shipment Status Materiel Returns. 7 Refer to ADC 1256. Staggered implementation authorized by December 2019.
Enclosure, ADC 1256

Page 5

C11.9.6. Internal DoD Component Use. The DoD Components may use DLMS 180M 

Automatic Return Notification internally for intra-DoD Component programs that do not conflict 

with other provisions of this manual.

C11.9.7. Source of Supply Processing of Automatic Return Notification. Upon receipt of 

DLMS 180M Automatic Return Notification, the SICA will establish a due-in and generate a 

PMR transaction to the receiving activity for the quantity in the DLMS 180M Automatic Return 

Notification transaction. The SICA will prepare the due-in and the PMR transaction will be 

created under Chapter 12 procedures. Note: For unserviceable NIMSC 5 items, the SICA will 

send a DLMS 180M Automatic Return Notification, with data elements specified in C11.9.3, to 

the PICA. The PICA will establish the due-in and send the PMR transaction to the receiving 

depot.

C.11.9.8. OWNER/PRINCIPAL PROCESSING OF AUTOMATIC RETURN 

NOTIFICATION. Immediately upon receipt of an Automatic Return Notification transaction 

from a maintenance activity/repair agent under an inter-Service agreement, including 

DMISA, the owner/principal will establish a due-in and generate a PMR transaction to the 

receiving activity for the quantity and SCC in the Automatic Return Notification transaction. 

The owner/principal will prepare the due-in and PMR transaction under MILSTRAP. Upon 

receipt of unserviceable returns for credit (Project Code 3HX), the owner/principal will 

provide credit under MILSBILLS procedures.”